The Essentials of Technical Communication

Table of Contents

Checklists
Preface

PART ONE: PRINCIPLES
1. Characteristics of Writing at Work Writing at Work versus Writing at School
> Requires Acute Awareness of the Need for Strict Security Procedures; Poses Legal Liability for the Writer and the Organization; May Be Read by Readers Unknown to the Writer, Inside or Outside the Organization, for an Infinite Time
> Achieves Job Goals
> Addresses a Variety of Readers Who Have Different Perspectives
> Creates Excessive Paperwork and E-Mails
> Uses a Variety of Documents The Foundations of Effective Writing at Work The Qualities of Good Technical Writing Exercises
2. Writing for Your Readers Understand Your Readers--The Heart of the Planning Process
> Business Readers Want Answers Now
> Determine Your Readers and Their Perspectives
> Determine Your Purpose
> Understand Your Role as a Writer
> Plan the Content
> Anticipate the Context in Which Your Writing Will Be Received
> Case 2-1
> Case 2-2
The Basic Parts of the Composing Process
> Analyzing the Writing Situation--Purpose, Readers, and Context
> Choosing/Discovering Content
> Arranging Content
> Drafting
> Revising
> Editing
> Case 2-3
Planning and Revision Checklist Exercises
3. Writing Ethically Your Professional Obligations Codes of Conduct Recognizing Unethical Communication
> Plagiarism and Theft of Intellectual Property
> Deliberately Imprecise or Ambiguous Language
> Manipulation of Numerical Information
> Use of Misleading Illustrations
> Promotion of Prejudice
> Uncritical Use of Information Managing Unethical Situations Ethics Decision Checklist Exercises
4. Achieving a Readable Style The Paragraph
> Examples for Study Basic Principles of Effective Style
> Determine Your Readers' Knowledge of the Subject
> Determine Whether a Particular Style Will Be Expected
> Adjust the Style to the Readers, the Purpose, and the Context Keys to Building Effective Sentences
> Select Your Level of Language; Adjust the Density of Information
> Watch Sentence Length
> Keep Subjects and Verbs Close Together
> Write Squeaky-Clean Prose
> Avoid Pompous Language; Write to Express, Not to Impress
> Avoid Excessive Use of Is/Are Verb Forms
> Use Active Voice for Clarity Word Choice Style Checklist Exercises
5. Designing Documents Understanding the Basics of Document Design
> Know What Decisions Are Yours to Make
> Choose a Design That Fits Your Situation
> Plan Your Design from the Beginning
> Reveal Your Design to Your Readers
> Keep Your Design Consistent Designing Effective Pages and Screens
> Use Blank Space to Frame and Group Information
> Space the Lines of Text for Easy Reading
> Set the Line Length for Easy Reading
> Use a Ragged Right Margin Helping Readers Locate Information
> Use Frequent Headings
> Write Descriptive Headings
> Design Distinctive Headings
> Use Page Numbers and Headers or Footers Document Design Checklist Exercises
6. Designing Illustrations Creating Illustrations
> Tables
> Bar and Column Graphs
> Circle Graphs
> Line Graphs
> Organization Charts
> Flow Charts
> Diagrams
> Photographs
> Animation Clips
> Film Clips Designing Illustrations Ethically Illustration Checklist Exercises

PART TWO: APPLICATIONS
7. E-Mails, Texts, Memos, and Letters E-Mail and Text Messages Memos and Letters Guidelines for Ensuring Quality Appropriate Tone in E-Mails, Texts, Memos, and Letters Guidelines for Dealing with Tone Planning and Writing Correspondence
> Case 7-1: Informational E-Mail Message
> Case 7-2: Instructional Memo
> Case 7-3: Letter Requesting Information
> Case 7-4: Unfavorable News Letter
> Case 7-5: Letter of Reply Correspondence Checklist Exercises
8. Technical Reports Kinds of Reports Report Categories--Informal and Formal Informal Report Heading
> Subject Line
> Reference
> Action Required
> Distribution List Parts of an Informal Technical Report
> Introduction
> Summary
> Discussion
> Conclusion
> Recommendation
> Attachments
> Developing Reports
> Case 8-1
Elements of Formal Reports
> Prefatory Elements
> Abstracts and Summaries
> Discussion, or Body of the Report
> Collecting and Grouping Information
> Case 8-2
> Case 8-3
> Conclusion(s)
> Recommendations
> Appendices Letter Reports Example Report for Study Writing Collaboratively
> The Team Leader
> Requirements of Team Leaders
> Requirements of Team Members Report Checklist Exercises
9. Proposals and Progress Reports Proposals
> Example RFP
> The Context of Proposal Development
> Effective Argument in Proposal Development
> Standard Sections of Proposals
> Case 9-1: Research Proposal
> Case 9-2: Project Proposal Progress Reports
> Structure of Progress Reports
> Case 9-3
> Case 9-4
Style and Tone of Proposals and Progress Reports Checklist for Developing Proposals and Progress Reports Exercises
10. Instructions, Procedures, and Policies Instructions versus Procedures Critical Role of Instructions and Procedures in the Workplace Planning Instructions and Procedures Structure and Organization
> Introduction
> Theory Governing the Procedure or Instruction
> Warnings, Cautions, Hazards, and Notes Regarding Safety or Quality
> Conditions under Which the Task Should Be Performed
> Name of Each Step
> Case 10-1: Process Instructions
> Case 10-2: Job Instructions
> Case 10-3: Instructional Letter Online Instructions
> Case 10-4
Checklist for Developing Instructions/Procedures Exercises
11. Oral Reports Understanding the Speaking-Writing Relationship Analyzing the Audience Determining the Goal of Your Presentation Choosing and Shaping Content Analyzing the Context Choosing the Organization Choosing an Appropriate Speaking Style Choosing Visuals to Enhance Your Purpose and Your Meaning Planning Your Presentation--Questions You Need to Ask
> Audience
> Purpose
> Context
> Content
> Graphics
> Style Speaking to Multicultural Audiences Designing Each Segment
> Choose an Interesting Title
> Develop Your Presentation around Three Main Divisions
> Plan the Introduction Carefully
> Design the Body
> Design the Conclusion Choose an Effective Delivery Style Techniques to Enhance Audience Comprehension Designing and Presenting the Written Paper
> Structuring the Written Speech
> Writing the Speech
> Practicing the Presentation Checklist for Preparing Oral Reports Exercises
12. R�sum�s and Job Applications The Correspondence of the Job Search
> Letter of Application
> The R�sum�
> Follow-Up Letters Interviewing
> The Interview
> Negotiation
> Before and After the Interview Job Search Checklist Exercises
Appendix A. Brief Guide to Grammar, Punctuation, and Usage Appendix B. Using Information Sources Appendix C. Annotated Report for Study Index